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Question

Question

Revoke Restrictions set on Annotations for Previous Employees

asked on January 17, 2022

Hello, is there a way to set all the annotations created by a single user to public or at the very least transfer the viewing/editing rights of those annotations to another user/group?

We have a customer who needs access to several annotations (I think they're mainly sticky notes) that were created by a user who is now no longer with the agency. 

IT can log in as this user but they are hoping not to have to go through all the annotations created by this user and change them from either private or protected.

Is there a built in/Workflow solution to this?

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SELECTED ANSWER
replied on January 17, 2022

Hi Grant.

This one is likely a bit tricky. I'm not personally aware of a built-in solution. A Workflow solution is probably best and likely involves some short SDK scripting. You can get started by using Advanced Search Syntax to locate all the annotations created by this user. See page 39 of the attached PDF.

{LF:AnnCreator= “creator”}
Alternatively,
{LFANN:Creator= “creator”}
creator is the user who created the annotation. Note: The only valid format for searching for entries created by a Windows-authenticated user is: “domain\user” You can search for Windows-authenticated users across all domains with \user.
To search for annotations created by Jeff:
{LF:AnnCreator=“Jeff”}

 

Then, on each entry, for each annotation created by this user, use the SDK Script activity to set the boolean "IsPrivate" and "IsProtected" annotation properties to 0.

Best of luck,
Sam

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replied on January 18, 2022

Awesome thank you Sam!  I'll give it a shot! 

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